Its been called the tech sheet, the rundown, the order of service...whatever you choose to call it, its the plan of the event's activities and its the only way everyone stays on the same page (quite literally). Significant importance should be placed on this piece of paper. If you don't create one as part of a weekly discussion, START right away!

Here's a quick breakdown of the important items that would exist on this document:

Each element in the correct order
If you get nothing else right when creating this, get the order correct. The biggest question on any tech team's mind is always "what's after this?" Thinking ahead and preparing for the next element helps create a smoother service. If the audio guy knows a song with a track is next, he can cue up that song and have it ready. However, if he thinks the sermon is next, he might be concentrating on recording that message. If he doesn't have a clue whats next or is expecting the wrong thing, well you can imagine how this changes their ability to operate a successful day.

Who is involved in that element
Write down the person or people that will be involved in every song, including musicians, vocalists, and others. Write down the name of the person who be delivering the announcements, taking the offering, or dedicating the babies - whatever it is, give detail as to who will be involved.

Add details that specifically assist the positions you're staffing
If you have a labeling convention for microphones on stage, maybe colors or numbers of mics, put those next to the names or elements as well. This makes for easy reference when getting ready for the next item on the list. This also helps in planning before the service, insuring that every mic that will be used is ready. It also helps non-technical people to know which mic they are being asked to use, just by glancing at the sheet. Other details to add would include lighting cues at specific points in the service, notations for a camera crew if you have one, the key of the song for musicians; details you feel would be of great benefit to a specific position you staff during your service/event.

Time estimates
This is never a perfect science, nor should it be intended to be. Unless your church is also running a live, timed television broadcast (some are actually) or you have another time constraint, this isn't meant to be a to-the-second kind of time structure. Instead, it forces everyone to think about the time and plan accordingly. If you've sliced up the day and figure the announcements should take about 5 minutes, putting it on the sheet will give everyone that expectation, including that guy who's presenting the announcements and might take 20 mins unless you write down the expectation of 5. Times also help you to see in your planning where you're going to land and know if that will work.

An important item to note here, that although I've just given several categories of details that would be important to add, please don't hear me say "the more, the better." This is NOT the case. Your crew doesn't have time to read a novel when using this document. It will be used at a glance, in a rush, and frequently. Organize items in a list or grid format, make the text big, and try hard to fit everything on one piece of paper. 

One last note on this. For those who might say, "Wow, this seems awfully rigid and pre-planned. What about leaving room for the Holy Spirit to work?", I would say two things. First, my pastor has said it best when he said "God can be just as spontaneous mid-week during planning time as He can be on Sunday during a service." God can accomplish exactly what He wants to through our well-planned service, especially when we're going before Him asking for wisdom and guidance as we plan. Second, the tech sheet doesn't have to be law once its given out. If someone senses God moving in a new direction, then leadership can decide to go that direction. In another article, we'll take about specific positions and the plan for last-minute communication so everyone stays on the same page regardless of a change. However, if there is no new direction, you have a well-organized plan for the day. 

Its been called the tech sheet, the rundown, the order of service...whatever you choose to call it, its the plan of the event's activities and its the only way everyone stays on the same page (quite literally). Significant importance should be placed on this piece of paper. If you don't create one as part of a weekly discussion, START right away!

Here's a quick breakdown of the important items that would exist on this document:

Each element in the correct order
If you get nothing else right when creating this, get the order correct. The biggest question on any tech team's mind is always "what's after this?" Thinking ahead and preparing for the next element helps create a smoother service. If the audio guy knows a song with a track is next, he can cue up that song and have it ready. However, if he thinks the sermon is next, he might be concentrating on recording that message. If he doesn't have a clue whats next or is expecting the wrong thing, well you can imagine how this changes their ability to operate a successful day.

Who is involved in that element
Write down the person or people that will be involved in every song, including musicians, vocalists, and others. Write down the name of the person who be delivering the announcements, taking the offering, or dedicating the babies - whatever it is, give detail as to who will be involved.

Add details that specifically assist the positions you're staffing
If you have a labeling convention for microphones on stage, maybe colors or numbers of mics, put those next to the names or elements as well. This makes for easy reference when getting ready for the next item on the list. This also helps in planning before the service, insuring that every mic that will be used is ready. It also helps non-technical people to know which mic they are being asked to use, just by glancing at the sheet. Other details to add would include lighting cues at specific points in the service, notations for a camera crew if you have one, the key of the song for musicians; details you feel would be of great benefit to a specific position you staff during your service/event.

Time estimates
This is never a perfect science, nor should it be intended to be. Unless your church is also running a live, timed television broadcast (some are actually) or you have another time constraint, this isn't meant to be a to-the-second kind of time structure. Instead, it forces everyone to think about the time and plan accordingly. If you've sliced up the day and figure the announcements should take about 5 minutes, putting it on the sheet will give everyone that expectation, including that guy who's presenting the announcements and might take 20 mins unless you write down the expectation of 5. Times also help you to see in your planning where you're going to land and know if that will work.

An important item to note here, that although I've just given several categories of details that would be important to add, please don't hear me say "the more, the better." This is NOT the case. Your crew doesn't have time to read a novel when using this document. It will be used at a glance, in a rush, and frequently. Organize items in a list or grid format, make the text big, and try hard to fit everything on one piece of paper. 

One last note on this. For those who might say, "Wow, this seems awfully rigid and pre-planned. What about leaving room for the Holy Spirit to work?", I would say two things. First, my pastor has said it best when he said "God can be just as spontaneous mid-week during planning time as He can be on Sunday during a service." God can accomplish exactly what He wants to through our well-planned service, especially when we're going before Him asking for wisdom and guidance as we plan. Second, the tech sheet doesn't have to be law once its given out. If someone senses God moving in a new direction, then leadership can decide to go that direction. In another article, we'll take about specific positions and the plan for last-minute communication so everyone stays on the same page regardless of a change. However, if there is no new direction, you have a well-organized plan for the day. 

Sometimes the biggest hindrance to a team's growth and success is the simple fact that they don't know what the future, even in a perfect world, looks like. If you don't have a picture in your mind of what that future should look like, then you need to begin that thought process.

When you're thinking future, your mind might be tempted to wander in the direction of tangibles like equipment purchases or additional team members, maybe even a new building. There's nothing wrong with dreaming big, and in fact I'm going to encourage you to do exactly that. However, getting at the heart of this team's goals will always be your 1st step. Think about it for a second. As soon as you say "I hope we own _____ in the future," and fill in the blank however you want, the very next question is "well, why will we need to own that?"

This is why direction and goals are important.

Here are a list of questions to think through with your team in preparation for shaping your view of the future direction:

What areas of need/demand are growing fastest and impacting this team? 
If there are no needs or demands being placed on your team, you'll need to think through and put even more energy into the next question. Also, if there are no demands, look closely at the health of your team and determine if there's a reason people aren't utilizing your team as a resource.

What are the biggest opportunities for us to become even more effective and beneficial than we are today? 
This may mean having a conversation with leadership and suggesting ways you can enhance and support their ministry areas. 

Are there any areas today that this team should pull away from engagement in to make room for new opportunities? 
Only you can define this for your team, but you're looking for items that have little or no value and could easily be cut without major impact to the ministry. This may be streamlining a process or just doing something a little bit differently.

If tomorrow we were given every resource on our wishlist, what areas would still hinder us from growth and success? 
This is a question worth spending some time on. Money isn't the solution to everything, and in many cases make matters worse. What can you see today, be it a process or an organization system, that is a hindrance irregardless of resources?

What if we changed nothing? If we didn't add a single new person, purchase anything new, and continued doing things exactly the same, where would this team be in five years? 
The red flags that come up in answering this question are key to determining your future outlook.

If you've gone through these questions and given them considerable attention, then you're ready to begin planning your goals out. In this process, please don't look at tangibles. Look at ministry opportunities! Pray through this and ask God to reveal how He will begin to structure this team and supply resources. Know what your goals are and why you have them - how will they impact the ministry positively. 

Also, always remember that God is in control of this and plan with his strength in mind. Never sell your plans short, but instead assume with confidence that He will equip you and help you to grow so long as you continually give the glory to Him.

We'd love to hear some of your specific goals and plans in the comments!

Sometimes the biggest hindrance to a team's growth and success is the simple fact that they don't know what the future, even in a perfect world, looks like. If you don't have a picture in your mind of what that future should look like, then you need to begin that thought process.

When you're thinking future, your mind might be tempted to wander in the direction of tangibles like equipment purchases or additional team members, maybe even a new building. There's nothing wrong with dreaming big, and in fact I'm going to encourage you to do exactly that. However, getting at the heart of this team's goals will always be your 1st step. Think about it for a second. As soon as you say "I hope we own _____ in the future," and fill in the blank however you want, the very next question is "well, why will we need to own that?"

This is why direction and goals are important.

Here are a list of questions to think through with your team in preparation for shaping your view of the future direction:

What areas of need/demand are growing fastest and impacting this team? 
If there are no needs or demands being placed on your team, you'll need to think through and put even more energy into the next question. Also, if there are no demands, look closely at the health of your team and determine if there's a reason people aren't utilizing your team as a resource.

What are the biggest opportunities for us to become even more effective and beneficial than we are today? 
This may mean having a conversation with leadership and suggesting ways you can enhance and support their ministry areas. 

Are there any areas today that this team should pull away from engagement in to make room for new opportunities? 
Only you can define this for your team, but you're looking for items that have little or no value and could easily be cut without major impact to the ministry. This may be streamlining a process or just doing something a little bit differently.

If tomorrow we were given every resource on our wishlist, what areas would still hinder us from growth and success? 
This is a question worth spending some time on. Money isn't the solution to everything, and in many cases make matters worse. What can you see today, be it a process or an organization system, that is a hindrance irregardless of resources?

What if we changed nothing? If we didn't add a single new person, purchase anything new, and continued doing things exactly the same, where would this team be in five years? 
The red flags that come up in answering this question are key to determining your future outlook.

If you've gone through these questions and given them considerable attention, then you're ready to begin planning your goals out. In this process, please don't look at tangibles. Look at ministry opportunities! Pray through this and ask God to reveal how He will begin to structure this team and supply resources. Know what your goals are and why you have them - how will they impact the ministry positively. 

Also, always remember that God is in control of this and plan with his strength in mind. Never sell your plans short, but instead assume with confidence that He will equip you and help you to grow so long as you continually give the glory to Him.

We'd love to hear some of your specific goals and plans in the comments!